Attaching Documents with Google Drive and Dropbox

There’s no doubt that there are significant benefits to storing your important documents and files in Google Drive and Dropbox, including the ability to access your files anywhere and share them with anyone. What’s even better is that you can now link your Dropbox and Google Drive files to your Top Producer CRM contacts/listings/closings and, when you do, just open up the record and you’ll see all associated documents!

Aren't familiar with Google Drive or Dropbox?

They are cloud storage solutions that let you store your files—documents, photos, spreadsheets, videos—all in one place and access them anywhere you go. You can also share your files with others and collaborate in real time, and any changes you make are automatically synced to all devices where you’ve installed Google Drive or Dropbox. Sounds good, right? See the Google Drive or Dropbox sites for more information or to get your free account.

Before you use Google Drive/Dropbox integration

You’ll need a Dropbox or Google Drive account. See the Google Drive or Dropbox sites to get your free account.

Chrome, Firefox or Safari users: You don’t need to do a thing! See the next section on how to attach files to your Top Producer CRM records.

Internet Explorer users: If you’re using Internet Explorer 11, currently you can’t attach Dropbox files to your Top Producer CRM records. The good news is that you can using another browser, such as Chrome or Firefox.

If you’re using Internet Explorer 9 or 10, you can attach your Dropbox or Google Drive files, but it’s still recommended to use another browser (Chrome or Firefox), as you may run into some issues. If you don’t want to use another browser, there is one quick thing you should do to ensure attaching files is a seamless experience for you.

View steps

In Internet Explorer, go to Tools > Internet Options.

Click the Security tab > Trusted Sites > click the Sites button.

In the Websites section, if you see https://www.topproducer8i.com, select it > click Remove.

That’s it! You can now attach files to your Top Producer CRM records.

Attaching Google Drive/Dropbox files to your Top Producer CRM records

It only takes a few clicks to attach your Google Drive/Dropbox files to your Top Producer CRM contacts, listings and closings, and there is no limit on the number of files you can attach.

Files you attach to your listings and closings will also automatically be linked to the party you represent, so you can access the file from the listing/closing record and the associated seller/buyer record.

Click Email All to email all documents linked to the record, or click the Email icon to email only 1 document. (Contact example below.)

The Compose screen appears, where you can compose the remainder of your message.

To email links when composing email:

In the Share file from section, click either Dropbox or Google Drive and select your file.

FAQs

I don't use Google Drive or Dropbox yet. What is the difference between the two?

They are both cloud storage solutions that let you store your files—documents, photos, spreadsheets, videos—all in one place and access them anywhere you go.

The main difference lies in the access of your files. When you upload a document to Google Drive or Dropbox, a link is created so you can email/share the document. Dropbox links can be accessed by anyone who has the link, which makes it a good choice for collaborative teams. Google Drive links, on the other hand, are private and access must be granted in order to see them. This makes it a better choice for competitive teams or brokerages.

Can I upload a document to Google Drive or Dropbox from within a contact, listing or closing record?

Yes! You can upload documents when composing email in Top Producer CRM (click Google Drive or Dropbox > Upload) and from within a contact/listing/closing record (click Attach > Google Drive or Dropbox > Upload).

Dropbox example:

Google Drive example:

Is there a limit to the number of files I can attach to a record?

No, you can attach as many files as you want.

Can any of my team members or assistants attach or unlink files in Top Producer CRM?

Yes, currently any user that has a Top Producer CRM account and access to a Google Drive or Dropbox account can add or remove attachments.

I have documents in both Dropbox and Google. Can I attach files from either solution to the same record?

Yes, you can attach files from any Dropbox or Google Drive account you have.

When I attach a file to a listing or closing record, is the file also linked to the party I represent?

Yes, this means you can access the file not only from the listing or closing record, but also from the associated seller/buyer record.

If I remove an attachment from a record (by clicking Unlink), is the file removed from Google Drive/Dropbox as well?

No, the file is just unlinked from the contact, listing or closing record. It still remains in your online storage solution.

If I remove a link from a listing or closing record, will it also be removed from the associated buyer/seller record?

No, if you remove a link from a listing or closing record, the file will remain in the associated seller/buyer record, and vice versa.

If I change the primary buyer in a closing, will the attached files from the previous buyer automatically be linked to the new buyer?

No, any attachments will remain linked to the previous buyer. You’ll have to remove the links from the old buyer, and then add them to the new buyer.

When I transfer a listing to a closing, will the attachments I added to the listing be accessible from the closing?

No, you will have to attach these documents to the closing as well.

Can I email a link to a Google Drive or Dropbox file in Top Producer CRM?

Yes! You can email links to your Google Drive/Dropbox files from a contact/listing/closing record and while sending email from within Top Producer CRM. See the Emailing Google Drive/Dropbox files procedure above for the steps on how to do this.

There are 2 options for emailing links in a contact/listing/closing record— Email All and the Email icon. What is the difference?

The Email All buttonwill email all documents linked to the record, while the Email icon only emails the adjacent document.

When I email a link to a Google Drive or Dropbox file from within a contact/listing/closing record, who will receive the email?

Right after you select which links you want to email, the Compose screen appears where you can either modify recipients and/or compose the remainder of your message.

However, by default, the documents are sent to every email address you have specified for the contact (if emailing from a contact record) or primary seller (if emailing from a listing). If emailing from a closing, the documents are sent to every email address you have specified for the primary seller and/or primary buyer (depending on who you represent).

Can I attach documents to contacts, listings and closings and view them in Top Producer CRM Mobile?

No, currently you can only attach documents and view them in Top Producer CRM.

I have multiple Dropbox or Google Drive accounts. When I chose to upload a file, the wrong account appears. What should I do?

This just means that you are currently signed in to another Dropbox or Google Drive account. Just open another tab in your browser, go to Dropbox or Google Drive and switch accounts.

I'm part of a team and when I try to view a Google Drive file from a Top Producer CRM record, I get a message that I don't have permission to view it. Why is this?

Google Drive only allows users to see a file if the owner (i.e. the person who uploaded it to Google Drive) has granted them access. Just request access from the file owner in order to see the file.

Why are my clients getting messages that they don't have permission to view my Google Drive files when I email them a link?

See the above FAQ.

I'm using Internet Explorer and am having problems attaching my files to my Top Producer CRM records. What should I do?

If you’re using Internet Explorer 11, you currently can’t attach your Dropbox files to your Top Producer CRM records. You’ll need to use another browser, such as Chrome or Firefox.

If you’re using Internet Explorer 9 or 10, two possible issues can occur when attaching files:

When you select Google Drive or Dropbox in Top Producer CRM, you are continually prompted to sign in to your online storage solution even though you’re already signed in.

You select a file from your online storage solution to attach to a record, but when you click Select, nothing happens.

To resolve these issues, it’s recommended that you use another browser, such as Chrome or Firefox to access Top Producer CRM.

If you don’t want to use another browser, follow these simple steps to fix the problem:

In Internet Explorer, go to Tools > Internet Options.

Click the Security tab > Trusted Sites > click the Sites button.

In the Websites section, if you see https://www.topproducer8i.com, select it > click Remove.

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